Approval Groups

To respond to employees' Self-Service requests, you must set up your approval group(s) – you can add as many as you like in order to tailor the system to your company's structure, e.g. grouped by department.

Approvers must be existing users

Approvers need to be set up as users with their appropriate roles.

How to Add an Approval Group

1. Go to Employees > Self-Service.
2. Click the Approval Groups tab, and select the request type (Leave, Info Updates or Employee Claims) for which you would like to set up the approval group.
3. Click Add Group to get started.

4. Select who Requests will be approved by from the drop-down:

   • For an approval group with only one approver, select "single approver".
   • For an approval group where any one of the multiple approvers may approve requests, select "any of".
   • For an approval group where all of the multiple approvers need to approve requests, select "all of".
   • For an approval group where all of the multiple approvers need to approve requests in a specific order, select "all in order".

5. Select the approver(s):

   1. Click +.
   2. Select the name of the approver. The approver can be an employee, payroll administrator, or external person.

   3. Click Add.

      Self-Service users as approvers

      You don't need to create a separate Approval Only user for someone who already has Self-Service access – Self-Service users can be added to an approval structure directly. In the approver drop-down, a Self-Service profile shows only the person's name (e.g. "Naledi M"), while their admin profile adds "(admin)" after it (e.g. "Naledi M (admin)"). You can select either, or both.

      Example – User who is both an employee and a payroll administrator

      

6. Decide who will submit requests – you can map individual employees, whole pay points, companies or a combination of these to the approval group:

   1. Click +.
   2. Select the employee / pay point / company.
   3. Click Add.
   4. Repeat steps a to c as many times as necessary, and once you're happy with the group, click Done.

7. Click Save Changes once you have finished setting up your approval group(s).

Setting up multiple groups

You don't need to click Save Changes after each group – you can repeat steps three to six above to set up as many approval groups as you like, and then save them all at once.

Mapping precedence order

More specific mappings take precedence over higher-level ones, i.e. employee mapping has precedence over pay point and company mapping, and pay point mapping has precedence over company mapping.